What to Include in a China Manufacturing RFQ: A Checklist for UK Buyers
A quotation from a Chinese factory is only useful if the factory has priced the same specification as everyone else. This checklist covers what to include in an RFQ for engineered parts.
A quotation from a Chinese factory is only useful if the factory has priced the same specification as everyone else. If drawings, materials, quantities or delivery terms are unclear, two quotes can look comparable while covering different products and costs.
Before sending a request for quotation (RFQ), prepare the details below.
1. Identify the Product and Drawing Revision
Give each part a clear name or reference number. Attach the latest drawing and state its revision and date. If you have a sample, CAD file or photograph, say which information takes priority if they differ.
For assemblies, show how the components fit together and identify which parts the factory is expected to make or source.
2. Specify Material and Finish
State the material grade where known, along with coating, plating, colour, texture or other finish requirements. "Steel" or "black finish" may leave too much open to interpretation.
If substitutions are acceptable, ask the factory to identify any proposed alternative separately and explain its effect on cost and performance.
3. Mark Critical Dimensions and Quality Requirements
Identify the dimensions, features or functions that matter most. Give tolerances where required, and say how the finished product will be checked.
Specify whether inspection should cover dimensions, appearance, operation, load testing, packaging or other requirements. A factory cannot price or inspect against standards it has not been given.
For precision components, read the Sauce Asia guide to CNC machining in China for UK companies and the guide to metal fabrication in China for UK buyers for more on what to specify.
4. Request Prices at Useful Quantities
Ask for prices at quantities you may realistically order, such as a sample or prototype, the first production run and an expected repeat order. Request the MOQ and any tooling, set-up or development charges separately.
Ask the supplier to confirm whether tooling remains your property and how it will be stored or maintained.
5. Define Packaging and Delivery
Describe the packaging needed to protect the product and meet your selling or warehouse requirements. Include labels, barcodes, cartons, pallets and any export-packing needs.
State the UK delivery destination and the quotation basis you want. EXW, FOB and DDP prices include different responsibilities and costs, so don't compare them as though they mean the same thing.
For a full picture of what shipping from China involves, see the Sauce Asia guide to shipping from China to the UK.
6. Ask for Assumptions and Exclusions
Ask each supplier to list what is included, what is excluded, the sample and production lead times, and how long the quotation remains valid. Request that any proposed deviation from your specification is clearly identified.
This makes it easier to compare like with like and spot a low quotation that leaves out an important operation, inspection or delivery cost.
A well-prepared RFQ does not guarantee a successful order, but it gives factories a clearer basis for quoting and helps you identify questions before production begins.
Before production starts, a factory audit in China can confirm the manufacturer's capability, equipment and quality systems against your requirements.
For custom or engineered products, Sauce Asia can help assess the specification, compare manufacturers and manage sampling, inspection and delivery.
